Overview

Eligible full-time regular Faculty and Executive Service UWF retirees can request to retain their UWF Gmail account after officially retiring from the University. 

Important Considerations

  • Before requesting a retiree account, please note that there are some reasons you might choose not to retain your current account:
    • UWF email belongs to the institution and is subject to all State and Federal regulations meaning it could be included in records requests or potentially involved in future investigations.
    • Retention - UWF email has a 10-year retention policy which means that emails are deleted after 10 years. This may not be suitable for personal emails.
    • Google now requires that retiree accounts only include email services. This means your account will no longer have access to features typically included in a personal Google account, such as Drive (file storage). Only Gmail, Calendar, and Contacts will remain available, though Calendar and Contacts will have limited functionality.
    • The UWF Computing Resources Usage Agreement prohibits sharing passwords with anyone, including family members. In the event that the account holder is incapacitated, if a family member needed to access the email to view financial records or other reasons, they would be required to navigate numerous legal steps to access your account.
  • For the reasons listed above, we strongly recommend creating a personal Gmail account by visiting gmail.com and clicking on “Create Account” instead of requesting to retain a UWF retiree email account.

Submitting a Request

  • Eligible full-time regular Faculty or Executive Service retirees must submit an ITS Support Center request in order to keep an active UWF email account. 
  • After ITS has confirmed that an eligible employee has officially retired from UWF, the account will be converted to a "guest" status which will provide access only to UWF Gmail and MyUWF. ALL other services are removed when UWF employment ends.

FAQs

ITS will complete the following to verify eligibility:

  • Confirm that Human Resources has designated the employee as an official UWF retiree in the system.
  • Verify that the retiree has an eligible EClass code:  10, 22, 23, and 29.
    • To view your EClass code, visit MyUWF and search for SCOOP. Your EClass code is listed in the Employment Information section in SCOOP.


Only UWF Gmail and MyUWF login will be available with a retiree email account. All other services, including but not limited to home/web drives, Microsoft 365, Zoom, and access to log in to campus computers, are removed when UWF employment ends.


When ITS learns of the death of a retired employee, the ArgoNet account will be immediately deactivated .


If a family member requests access to the account:

  • ITS will request a certified copy of the official (Letters of Administration) documentation* to show the family member is indeed authorized to obtain access to the account. (*court order with embossed stamps. A copy of this document should be preserved - should be added to the Jira Ticket)
  • After verifying the identity of the family member, ITS will send formal correspondence to the family member to obtain their agreement that:
    • ITS will set a forwarding email for 60 days
    • they will only use the account for the purposes of finalizing the deceased retiree's affairs
    • they will not use the account to represent themselves as the deceased retiree
    • they understand the account will remain open for only 10 days, at which time it will automatically be deleted without further notice
  • ITS would then share the password of the account with the family member and set the account for automatic deletion in 10 days



Visit Retired Employee Benefits for more information about retiree benefits.






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